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Transfer Your Records to the University Archives: Home
Check the UC Records Retention Schedule to determine if your records are inactive and appropriate for permanent retention. Contact the University Archives for an on-site or email review of the records.
Once the records are approved for transfer, make sure to maintain them in the order that they are filed. Remove records from hanging files and binders and place them in standard file folders, labeled in pencil. Place loose documents in file folders.
Complete a records transfer form. Create a container list for each carton, noting its number, folder numbers, folder titles, and date spans. Please spell out all abbreviations and acronyms. Save a copy for your own records.
Submit an electronic version of the container lists to the University Archivist. Save a copy for your own records.
You will be contacted to schedule a convenient pick-up date. A printed copy of the transfer form and the carton lists should accompany the transfer.
Institutional Records Generally Suitable for Transfer
Accreditation and self-study files
Alumni and student organizational files
Annual reports (institutional, departmental)
Policy and procedures manuals
Publications (particularly newsletters, brochures, handbooks, and catalogs)
Reference and subject files
Research project files
Task force and ad hoc committee files
Annual financial statements
Marketing reports and surveys
Public relations materials (for example, press releases and advertising kits)
Legal documents (for example, briefs)
Articles of incorporation
Biographical material (for example, Bio-Bibliographies and curriculum vitae)
Photographs (with identified subjects)
Sound and video recordings
Publications (produced by the unit)
Institutional Records Generally Not Suitable for Transfer
Applications (job, scholarship, and the like)
Equipment and software instructions
Faculty publications (reprints selectively accepted if included in faculty papers)
Grade books and grade reports
Records relating to other campuses, other than those reflected in systemwide records